Article Contents & Related Support
Managing Campaign & Audience Count
Using Placeholders in Mailings
Introduction
The Mailing Center is the start of a centralized place for all communication within Course Evaluations. Initial functionality expands control over who can receive mailings, who can be included in a single mailing, and provides more insight into the delivery of mailings.
- Mailing Center link will appear on the homepage
- Any users with permissions to manage administrations (those who have access to send mailings within the application currently) or full site administrators will be able to see and access it
- Clicking the Mailing Center icon will bring the user to the Mailing Center
Create Campaigns
A campaign is a singular mailing or series of mailings used to communicate with a specific audience. The available audience types include students, instructors, or report administrators.
The landing page of the Mailing Center will list all campaigns as they are created.
When the user clicks the ‘Create New’ button they will be brought to the ‘Create New Campaign’ page.
Give the campaign an easily recognizable name, this is how the campaign will be identified in the list of campaigns.
Select an audience of students, instructors, or report administrators. There will be additional options for audience filtering once the type is selected.
Next, the content of the email will be set up. This includes the display name of who the mail is from, the email address of who the mail is from, the subject, and the message body.
The placeholders offered included first name, last name, username, student access link, faculty access link, summary report link, and course section details.
Summary report link may work slightly differently than before depending on how the audience is set up. The mailing may include a list of links if there are multiple evaluations for an instructor in the term.
After the content is set, the user can select a delivery date and time. This must be a date and time in the future.
Scheduling multiple mailings for a campaign can be done at creation.
When the date picker opens, you can click the date(s) you want to have for each reminder created. A mailing for each date will be created and will share the same content and be scheduled for the same time on each date.
If you want to edit any of the content details for the individual mailings, that can be done by going in to manage the campaign once created and editing the mailing.
Click the ‘Schedule’ button to create the campaign
Student Mailings
To create a student mailing:
Select Student as the audience
Then select your Audience Filters, starting with a term from the dropdown
Incomplete Evaluation Mailing:
To target students that still have to complete their evaluations, click the quick filter “Incomplete Evaluations”
This will add the rule for “Response Status” and set it to “Does Not Equal” and “Completed” which is the equivalent to who would receive student mailings in previous mail services.
You can add more rules like administrations name or administration status to further filter the students down to the group you are looking to target.
Custom Mailing Filters:
The other option is to customize which students from the term are included based on available properties like Administration Name or whether they have completed their evaluations.
If a rule contains a multi-select dropdown, as in the case of Administration Name or Organizational Unit, and more than one value is selected it means that the individual must be in at least one of the options selected.
You can have multiple rules applied to a campaign. Adding additional rules means that an instructor must meet the criteria of all the rules on the campaign to receive the mailing.
Instructor Mailings
To create an instructor mailing:
Select Instructor as the audience
Then select your Audience Filters, starting with a term from the dropdown
Upcoming Evaluations:
To target instructors notifying them of upcoming evaluations, you can use any of the administration-based rules to target instructors by specific administration name or through administrations that are in a state of scheduled, current, or past.
Learning Objective Mailings: To target instructors that still need complete their Learning Objective Selections, click the quick filter “Incomplete Learning Objective Selections”.
This will add the rule for “Learning Objective Selections” and set it to “Equals” and “Incomplete” which is the equivalent to who would receive OSF mailings previously.
Reporting Mailings: To target instructors that have reports available, click the quick filter “Reports Available”.
This will add the rule for “Report Status” and set it to “Equals” and “Available” which is the equivalent to who would received reporting mailings previously.
Custom Mailing Filters:
The other option is to customize which instructors from the term are included based on available properties like Administration Name or whether they have faculty reports available
If a rule contains a multi-select dropdown, as in the case of Administration Name or Organizational Unit, and more than one value is selected it means that the individual must be in at least one of the options selected.
You can have multiple rules applied to a campaign. Adding additional rules means that an instructor must meet the criteria of all the rules on the campaign to receive the mailing.
Report Administrators
Select Report Administrator as the audience. This audience type includes all users that have permission to see any report in the application.
This audience type defaults to include all users that have permission to see any report in the application.
If the other option is selected, the report administrators can be filtered down to include specific roles by name
Setup for users without top-level Org Unit Permissions
Users that do not have permissions at the top-level of the Organizational Unit tree that are setting up a student or instructor campaign cannot choose “All instructors in the term” or use only a rule based on the student or instructor’s status like Response Status or Report Status
When choosing a dynamic rule that is status-based, they will need to include an Organizational Rule as well or they will need to select specific administrations by name using the Administration Name rule
Manage Campaign & Audience Count
From the list of campaigns, you can click into manage a campaign. Once on that page, audience details and individual mailings for that campaign will display.
On the manage page, there is an audience count that displays. This is the number of people who if the audience filters were applied to a mailing as of today’s date, could receive it.
If there is a warning that some audience members have an issue, this means that some of the potential recipients have either no email address in the system or have an email address that seems invalid.
Opening the audience details modal can be done by clicking the details link found under the audience count. This will display the first name, last name, username, and email address for the potential audience members. It will also display an alert next to the missing or invalid email addresses.
If all of the mailings are in a scheduled state, you have the ability to edit the audience and audience filters as well as the details of the mailing itself.
If any of the mailings have been completed, the audience will be locked into place and the stats for delivered and undelivered numbers will display for each completed mailing but the mailings in a scheduled state can still be edited or deleted at this point.
